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Compensation letters 117-04030000

This document outlines procedures on how to create, view, manage and print letters on the Compensation Management System (CMS).

On this page:

Compensation recovery letter production

Sending compensation recovery letters

Using Business Online Staff Services (BOSS) to send letters

Compensation recovery letter production

Table 1

Item

Description

1

Batch Laser Advices (BLAs)

BLA letters are triggered automatically as a result of:

an 'Advice issued automatically' being keyed, or
completing letter issue fields in the compensation screens

BLAs:

are generated and auto-sent after end of day processing and activities are completed on the customer's record
recent letters appear on the History Summary (HS) screen

See Compensation Batch Lasers Advice (BLA) letters for a list of letter codes and their descriptions.

2

Manual letters

Manual letters:

staff generate these letters
contain a template of standard text which varies according to the type of letter being created
appear on the History Summary (HS) screen immediately

See Compensation manual letters and Online Advice (OLA) for a list of letter codes and their description.

Sending compensation recovery letters

Table 2

Method	Action
BOSS (Business Online Staff Services)	Third party registered for BOSS If a third party is registered for BOSS, compensation staff must send all letters using this service. See Table 3 for BOSS instructions.
Fax	Third party has provided fax number If a third party has provided a fax number and is not registered for BOSS, compensation staff must fax all letters in the same transaction. Do not send faxes separately as this may delay recovery of compensation charges. Include all fax transmission details in the DOC. See Faxing letters using Outlook.
Mail	To send letters by mail If a third party is not registered for BOSS and/or does not have a fax number, send all letters by surface mail. Send all letters to customers by surface mail, either printed centrally or locally.

Using Business Online Staff Services (BOSS) to send letters

Table 3

Step	Action
1	Before launching BOSS Follow Process > Step 4 in Faxing letters using Outlook to obtain a copy of the relevant letter in an email Save the letter as a PDF file. For security purposes, use the solicitor/compensation payer reference number (if known) and the contact person's name as the file title. For example: SQ12345_Shine_Smith
2	Launch BOSS The BOSS Launchpad can be found at Business Online Staff Services Select Reports and File exchange tile Select the appropriate organisation type: Compensation Manual Letters - Solicitors Compensation Manual Letters - Payers/Insurers Note: if the incorrect organisation type is not selected, the search function will not find any valid results.
3	Uploading the document Select Send file Enter the Organisation CRN. This can be found on the Compensation Payer Master List Select Search Organisation Search Results will show Select the correct organisation and confirm Add the letter file to be sent via the Select File button, or 'drag and drop' the relevant file Select Send File and note the Date created Navigate back to the main page
4	Confirm file is sent Select the Sent tab Retrieve the BOSS reference ID for the sent document Make sure the BOSS reference ID, date and time sent is recorded in a DOC Note: when a service officer opens a document, their details are recorded against the document. This will be visible to Authorised Third Party Organisation (TPO) representatives. The service officer can also view the TPO representative details when they have viewed the document. Once the letter is sent by BOSS, make sure the saved PDF file is deleted.